The periodic owner report and following up arrears
A clear owner report fixes its content and frequency before management begins. Arrears follow a graduated path from reminders and a statement of dues to a payment plan, and preparing the file for referral to the official platform, without legal representation.
Who this guide is for
Owners of let properties and property managers who prepare reports and follow up arrears.
What the owner report contains
Agree before management begins on the report's content and frequency. Five contents are common: income and expenses, a statement of dues, occupancy and vacancies, maintenance costs, and arrears ageing. Ask that the report show figures on the same basis each time, with a short comment on what changed, and that it identify what needs a decision from the owner.
Separating approval from execution
It is sound to separate the authority to approve spending from carrying out the work: the manager proposes, the owner or a written delegate approves, and the provider executes. Set the spending limit the manager may use without approval and write it in the contract. Record every approval and its date so that the report matches what was approved.
Following up arrears
Begin with the number of cases, the age of the arrears and their total, then choose the suitable step: reminders and correspondence, preparing a statement of dues, or arranging a payment plan between the parties. If that does not work, prepare the file for referral to the official platform: the contract, the statement and the correspondence. Payment and its procedures are on Ejar, and a Thibrh reminder is not a statutory notice.
The limits of this role
Thibrh does not collect rent or issue claims, and a follow-up request does not include legal representation. If the matter needs a dispute or lawsuit, that is a specialised field governed by its own rules and falls outside this guide. If you request proposals for a follow-up service through Thibrh, state the number of cases and their ages and do not attach tenants' personal data.
Key points
- Fix the report's content and frequency before management begins.
- Separate approving spending from executing it and write the spending limit.
- Escalate arrears from reminders to a payment plan and then to preparing the file.
- Payment and its procedures are on Ejar.
- No legal representation and no collection on Thibrh.